Policies | Conestoga College

College policies, procedures, practices and guidelines

Conestoga College has a number of policies, procedures, and practices to govern its operation. These documents are meant to provide guidance and advice to members of the college community, in a number of academic and operational areas. Within the college, each functional area develops, maintains, and revises these documents to reflect current needs and realities.

Policies, procedures, and practices are meant to guide members of the college community in their day-to-day dealings. Students, staff, faculty and others can refer to these documents for guidance in a number of matters.

Each document indicates which area of the college has responsibility for practical oversight pertaining to that document. Individual areas have responsibility for keeping documents current. If you require further information or clarification, please contact the department concerned.

As accurate as the web version of these documents may be, should any dispute arise as to the currency of a policy, procedure, or practice, the written copy of the document that is maintained by the department or area concerned shall be deemed to be in force.

Academic Administration

Academic policies, procedures and guidelines - general

Document name	Effective date	Revised / Reviewed	Related documents	Effective date	Revised / Reviewed
Academic Advancement and Achievement Policy	09/11/2019
Academic Agreement Policy	01/13/2020
Academic Credential Procedure	09/01/2010	06/17/2021
Academic Dispute Resolution and Appeal Policy	09/01/2007	01/13/2020	Academic Dispute Resolution and Appeal Procedure	09/01/2007	02/07/2020
			Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	09/01/2010	01/13/2020
Academic Freedom Policy	01/18/2012	01/13/2020
Academic Offences Policy	09/05/2007	05/09/2018	Academic Offences Procedure	09/05/2007	03/08/2019
Admissions Policy	09/01/2010	01/19/2022	Admissions Procedure	02/04/2015	01/19/2022
			Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	09/01/2010	01/13/2020
			Readmission Procedure	09/01/2010	01/13/2020
Clearance of Academic Deficiency Policy	09/01/2007	08/21/2020	Clearance of Academic Deficiency Procedure	09/01/2007	06/20/2019
Convocation Procedure	04/01/2011	01/13/2020
Copyright Policy	12/01/2012	11/15/2019
Course Delivery Procedure	01/13/2020	09/14/2022
Credit Transfer Policy	03/18/2015		Credit Transfer Procedure	03/18/2015	01/13/2020
Discontinuance Procedure	09/01/2007	09/11/2019
Evaluation of Student Learning Policy	09/01/2014	06/17/2021	Evaluation of Student Learning Procedure	09/01/2014	05/25/2022
Faculty Support and Development Policy	01/13/2020
General Education and Degree Breadth Policy	04/29/2009	3/20/2019
Grading Procedure	09/01/2015	6/29/2022
International Student Withdrawal and Refund Procedure	01/13/2020
James Church Procedure	04/01/2012	11/15/2019
MasterCraft Award Procedure	01/26/2011	06/08/2022
Off-campus Activities Policy	05/01/2017	02/07/2020	Off-campus Activities Procedure	05/01/2017	02/07/2020
Online Learning Technology Policy	09/21/2016	01/05/2022
Prior Learning Assessment and Recognition (PLAR) Policy	09/01/2007	08/25/2021	Prior Learning Assessment and Recognition (PLAR) Procedure	09/01/2007	08/25/2021
Program Advisory Committees Policy	12/17/2014	2/16/2022	Program Advisory Committee Procedure	12/17/2014	09/14/2022
Program and Course Withdrawal and Refund Procedure	12/16/2015	01/13/2020
Promotion Decision Procedure	09/01/2011	02/24/2021
Religious Holiday Policy	03/05/2014	02/07/2020	Religious Holiday Procedure	03/05/2014	02/07/2020
Review of Policies and Procedures Policy	04/10/2013	11/06/2019	Review of Policies and Procedures Procedure	04/10/2013	11/6/2019
Student Enrolment Procedure Full-time Cohort Program	01/13/2020
Student Fee Invoicing and Payment Procedure	05/01/2015	1/13/2020
Student Feedback Policy	08/26/2009	11/15/2019
Student Fees Policy	06/01/2011	1/13/2020
Work-Integrated Learning Policy	09/30/2009	12/06/2022

Curriculum

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Apprenticeship Program Management Procedure	6/21/2017
Course Development Procedure	3/10/2015	1/13/2020	Course Revision Procedure	3/10/2015	1/13/2020
New and Revised Provincial Program Standards Implementation Procedure	11/1/2008	3/4/2019	Program Development Procedure	11/1/2008	3/4/2019
Program Quality Assurance Policy	4/26/2009	3/4/2019	Program Delivery Procedure	08/26/2009	1/13/2020
Program Review Procedure	11/1/2008	3/4/2019
Program Suspension and Cancellation Procedure	3/18/2015	3/4/2019
Student Appraisal of Teaching Procedure	3/4/2019

Degree development

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Baccalaureate Degree Promotion and Graduation Procedure	9/01/2022	02/16/2022
Honorary Degree Policy	06/01/2007	7/29/2009	Honorary Degree Procedure	6/01/2007	7/29/2009
Letter of Permission Procedure	03/18/2015	3/18/2015
Request to Register in a Conestoga Degree Course Procedure	06/11/2008	2/18/2015

Accessibility

Accessibility policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective date
Accessibility Policy and Multi-year Plan	1/1/2012	1/13/2020
Student Accommodation Policy	1/13/2020		Student Accommodation Procedure	1/13/2020
Student Service Animal Policy	1/13/2020		Student Service Animal Procedure	1/13/2020

Applied Research

Conestoga's Office of Research Services (ORS) develops and maintains the documents related to the conduct of research. All research policies are reviewed and approved by the Research Board, Policies & Procedures Committee and the Academic Coordinating Committee.

Applied Research documents

Document name	Effective date	Revised / Reviewed date
Applied Research Policy (pdf)	11/11/2003	9/4/2014
Commercialization Policy (pdf)	12/15/2022
Completing Proposals and Applications for Research Funding Policy (pdf)	9/24/2014
Completing Proposals and Applications for Research Funding Procedure (pdf)	9/24/2014
Conflict of Interest in Research Policy (pdf)	3/27/2006	9/4/2014
Environmental Protection within Research Policy (pdf)	9/25/2014
Intellectual Property Policy (pdf)	4/10/2013	11/28/2018
Research Integrity Policy (pdf)	3/24/2006	12/4/2013
Research Involving Animals Policy (pdf)	11/01/2003	9/24/2014
Research Involving Chemical, Biological, or Radioactive Hazards Policy (pdf)	3/01/2006	9/24/2014
Research Project: Principal Investigator Checklist (pdf)
Student Rights in Research Policy (pdf)	3/27/2006	9/4/2014
Survey Policy (pdf)	5/9/2018
Survey Procedure (pdf)	5/9/2018

Research ethics

The Research Ethics Board develops and maintains the documents related to the assessment and management of research ethics. All research ethics policies are reviewed and approved by the Research Board, Policies & Procedures Committee and the Academic Coordinating Committee.

Research ethics documents

Document Name	Effective Date	Revised / Reviewed Date
Above Minimal Risk Research (pdf)	4/14/2011
Adverse Events Reporting (pdf)	3/23/2012
Application Signature Page only (pdf)	6/23/2011	9/14/2011
Application to Involve Human Participants in Research (Word)	2/10/2011	2/2/2018
CCITAL REB and MREB Agreement for Review of Studies on Experimetrix (pdf)	9/23/2010	11/10/2010
Change Request Form	4/4/2006	4/11/2012
Checklist for Review of Information Letter and Consent Form	5/10/2007	12/1/2011
Common Ontario College REB application form (Word)	2/9/2012
Definition of Research Scope of Responsibilities (pdf)	10/9/2008	4/12/2012
Designing and Implementing Recruitment Processes at Conestoga CITAL (pdf)	3/23/2012
Ethical Conduct in Research Involving Humans (pdf)	3/27/2006	6/16/2011
Ethics Review of Student Course- Based Research Projects Involving Humans (pdf)	3/7/2010	5/20/2010
Instructor Request for Ethics Approval of a Course-Based Research Project	4/2011	6/7/2011
Locally Responsible Investigator Form for External Investigators/Researchers	4/22/2008	3/10/2011
McMaster/Mohawk/Conestoga Coordinated Review (pdf)	11/16/2009	12/6/2011
Reconsideration and Appeals (pdf)	3/13/2012
Retention of Researcher Records (pdf)	5/10/2012
Retention of REB Records (pdf)	5/10/2012
Sample Consent Form Focus Group Data Collection (Word)	3/8/2012
Sample Consent Form Interview Data Collection (Word)	3/8/2012
Sample Consent Form Survey Data Collection (Word)	3/8/2012
Sample Statement on Confidentiality of Web-Based Surveys (pdf)	11/14/2008	9/21/2011
Sample Wording Re Confidentiality of Focus Groups (Word)	9/8/2009

External Relations

External Relations policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective date	Revised / Reviewed
Naming Policy	8/26/2009	8/17/2018	Naming Procedure	02/26/2009	11/5/2014
Gift-in-Kind Form	12/10/2014	12/10/2014

Finance

Finance policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective date
Honorarium Policy	9/11/2019		Honorarium Procedure	9/11/2019
Signing Authority Policy	9/11/2019
Travel Meals and Hospitality Expenses Policy	04/1/2020	11/11/2020

Human Resources

Human Resources policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective Date	Revised / Reviewed
Accommodation for Employees with Disabilities	7/17/2007	4/14/2014
Discrimination & Harassment Prevention Policy	11/25/2020		Discrimination & Harassment Prevention Procedure – Complaints Against Employees	11/25/2020
			Discrimination and/or Harassment Complaint Form (for complaints against employees)
			Discrimination & Harassment Prevention Procedure – Complaints Against Students	11/25/2020
			Discrimination and/or Harassment Complaint Form (for complaints against students)
E-mail, Voice Mail and Corporate Calendar Policy	9/1/2010		E-mail, Voice Mail and Corporate Calendar Guidelines	9/1/2010
Employee Code of Conduct Policy	5/1/2009	8/29/2014
On-Campus Student Hiring Policy	6/9/2017	3/4/2019	On-Campus Student Hiring Procedure	6/19/2017	3/4/2019
Standard Hours of Operation Policy	5/2/2011	5/2/2011
Social Media Guidelines for Conestoga Employees	August 2014

Information Technology

Information Technology policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective Date	Revised / Reviewed
Acceptable Use of Technology Policy	9/28/2011	9/26/2014	Acceptable Use of Technology Procedure Acceptable Use of Technology Practice for Employees	9/28/2011 1/12/2012	9/26/2014 9/26/2014
Password Policy	02/01/2022

Office of the President

Office of the President policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective Date	Revised / Reviewed
Conestoga Coat of Arms Policy	04/01/2012
COVID Community Safety Policy	09/07/2021	Policy on hold
Inclement Weather Days Guidelines	05/25/2022
Naming Policy	08/26/2009	08/17/2018	Naming Procedure	2/26/2009	11/05/2014
Selection of Convocation Speakers Procedure	05/08/2012	05/21/2013
Sexual and Gender-based Violence Policy	10/26/2022		Appendix: Sexual and Gender-based Violence Resources	10/26/2022
Policy Statement on Upholding Free Speech	01/01/2019	12/17/2018

Privacy, Risk, and Information Governance

Privacy, Risk, and Information Governance policies, procedures and guidelines

Document name	Effective date	Related documents	Effective Date	Revised / Reviewed
Enterprise Risk Management Policy	06/22/2022
Protection of Privacy Policy	01/06/2022	Privacy Breach Procedure Guidelines to Apply Fee Schedule to Access Requests	01/06/2022 05/25/2022
Records and Information Management Policy	12/08/2021	Appendix A: Data Governance Guidelines Data Classification Procedure Scanning Guidelines for Business Records	12/08/2021 05/25/2022 05/25/2022
Retention Procedure	12/08/2021	Appendix A: Retention Schedule	12/08/2021	12/08/2022

Procurement and Contract Services

Procurement staff maintain membership in both Supply Chain Canada and Ontario Public Buyers Association and subscribe to the principles and ethics of these associations.

Procurement policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed
Asset Disposal Procedure	6/22/2016
Competitive Procurement Procedure	4/14/2010	2/11/2016
Purchasing Policy and Code of Ethics	4/14/2010	12/22/2015
Procurement Procedure Relative to Value	11/18/2020
Vendor Guide	12/1/2015	06/13/2022

Safety and Security

Safety and Security policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed
Health & Safety Policy	02/04/2010	09/14/2022
Smoking Restriction Policy	06/05/2015	09/14/2022
Substance Use Guidelines	10/17/2018
Workplace Violence Prevention Policy	11/05/2014	05/23/2023

Student Affairs

Student Affairs policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective date	Revised / Reviewed
Co-Curricular Recognition Policy	9/1/2014		Co-Curricular Recognition Procedure	9/1/2014
Protection of Personal Health Information Policy	3/17/2021		Personal Health Information Protection Act, 2004 (PHIPA) - Statement	3/17/2021
Student Awards Policy	10/21/2009	11/03/2016	Student Awards Procedure	10/21/2009	11/03/2016
Student Rights and Responsibilities Policy	10/1/2018	10/19/2022	Student Rights and Responsibilities Procedure Student Expectations for Online Engagement	10/1/2018 9/25/2020	10/19/2022 09/29/2022

Policies and procedures